What Does This Page Cover?

Learn how to set permissions for the Staff role and ensure overall privacy by defining their access levels and responsibilities.

Overview

Whether you are a small business owner managing a handful of appointments or a large enterprise coordinating complex schedules, defining and implementing proper permissions for the staff members is a critical aspect to ensure secure operations and maintain confidentiality. It not only ensures what actions the staff members are allowed to perform, but also what they are restricted from accessing.

Roles and Permissions in Zoho Bookings

Roles in Zoho Bookings 

Zoho Bookings has four types of predefined roles: super admin, admin, manager, and staff.

• By default, super admins and admins are allowed to perform all configurations and integrations.

• Managers can only view all the configurations except for integration.

• Staff cannot view the configurations but can view their appointments, add external calendars, and add appointments.

Click here to learn more about the differences between roles.  

Setting Permissions 

Super admins and admins can now define the permissions for the staff role through the Roles and Permissions feature. By default, staff will have access to view all the booking page links and all the customer information. However, with this feature, you can restrict their access so that they can view only their personal booking page link, displaying the customers who have booked with them. Currently, staff can edit their profile except working hours. With this feature, you can allow them to edit their own working hours.

Info:  We have introduced the ability to configure permissions for the Staff role presently. This feature will be extended to other roles in the future.

Steps to set staff permissions

1. Click the Settings icon  in the Bookings menu bar and select General.
   
   

2. Click Roles & Permissions in the left pane.
   
   
   

3. By default, the Staff role is selected in the dropdown. You can set the following permissions for this role:

• My Profile:

• View : Allows staff to view their own profile

• Edit : Allows staff to edit their own profile, including their working hours

• Add/Delete/Export : Not Applicable

• Booking Page:

• View:
  

• All Booking Page: Allows staff to view all the booking page links
  

• My Booking Page: Restricts staff to view the booking page link of the services that the staff member is involved in.

• Edit/Add/Delete/Export : Not Applicable

• Customer

• View:
  

• All Customers : Allows staff to view all customers
  

• My Customers : Restricts staff to view only customers who have booked with them.

• Edit : Allows staff to edit customer information.

• Add : Allows staff to add new customers.

• Delete : Allows staff to delete customers.

• Export : Allows staff to export customer information.
  Note: The above Edit, Delete, and Export access depends upon the option chosen in View permission. If the All Customers option is chosen, then they can perform the actions on all the customers. If the My Customers option is chosen, then they can only perform the actions on their own customers.   

Points to Note 

• If the Edit option is enabled for My Profile, it allows staff to set their own working hours.

• If a staff member attempts to add an existing customer who hasn't booked with them, and their view permissions are set to My Customer, then the customer details will be populated automatically. Let's assume that the staff can only view their customers. In this case, if the staff adds a customer who is already present in the org, but is not assigned to them, then the customer they are trying to add will be populated automatically once they enter the email and contact number. 

Limitations

• The booking page link is a public URL. Even if the staff is restricted to viewing only their booking page link,this restriction will be applied only within the Booking application. If the staff has access to other booking page links that they are not involved in, they can still access the booking page.

Related Topics

• Difference between Admin, Manager, and Staff